Assistant Property Manager

Empire State Realty Trust-posted 4 months ago

$110,000 - $125,000/Yr

Full-time • Mid Level

New York, NY

501-1,000 employees

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The Assistant Property Manager will play a crucial role in overseeing the comprehensive management of all building operations for approximately 1 million square feet of Class A office space. This role involves overseeing building staff, coordinating tenant services, and ensuring compliance with building policies and procedures. The Assistant Property Manager will also support the Property Manager in developing budgets, managing special projects, and maintaining property files and records. This position requires strong supervisory and administrative skills, a basic understanding of electrical and mechanical systems, and the ability to handle multiple tasks effectively.

Establish and maintain procedures to properly administer all purchase orders processing, payroll administration, accounts payable, accounts receivable, and related correspondence
Utilize working knowledge of all building accounting systems, accruals, and reclassification
Assist Property Manager in developing annual budgets, quarterly reforecasts and monthly variances, including Operating, Tenant Improvement, and CapEx projects
Provide knowledgeable of ownership’s policies and procedures and Union (32B-J, Local 94) Commercial Building Agreements
Administer all special projects that are assigned by the Property Manager and Portfolio Manager
Assist Property Manager in ongoing leasing program including review of leases for compliance, notification, updates, escalations, late charges, statements, and insurance compliance
Assist in the coordination of tenant move-ins and outs and completion of associated paperwork
Coordinate with Property Manager in the issuance of notices relating to tenants, security, janitorial, or project issues
Oversee engineering and building staff, meet with the Chief Engineer and/or Superintendent on a daily basis to coordinate ongoing work and the building’s repair and maintenance program
Direct the day-to-day operations of the security and cleaning contractors
Schedule overtime and vacations to provide adequate coverage of building functions
Ensure adequate and qualified replacements when absences or vacancies occur in the security and cleaning staffs
Manage the operation of tenant service requests, ensuring timeliness of service calls and the proper dispatch of requests to building trades
Assign and monitor maintenance and custodial tasks as called for by tenant or management request
Coordinate special work orders, trash removal and freight car usage
Assign work priorities
Ensure employee duties/responsibilities and building policies/procedures is understood by the staff
Update reports for weekly and monthly meetings with ownership
Implement and maintain property files, manuals, and records
Assist in monitoring all on-going maintenance/construction projects performed by external contractors
Coordinate all 'Slip & Fall' and related bodily injury insurance issues utilizing full knowledge of all building insurance coverage and report all accidents with complete details to insurance carrier
Maintain current required insurance certificates for contractors and vendors
Assist Property Manager in contract bid process including preparation of RFP documents and bid evaluation
Review and evaluate fire safety system permits to ensure compliance with applicable fire codes
Oversee all required training including, but not limited to OSHA, Hazard Communication, Mold, Asbestos, Fire Safety, etc. on an as-needed basis and distributes relevant memorandums
Analyze and oversee the maintenance of all building inspections and records
Coordinate and advise of emergency trade responses with management and trades
Perform daily inspections to ensure building standards are being adhered to and enforce in-house cleaning programs, cleaning contracts, and performance of routine maintenance tasks
Inspect areas under construction daily
Coordinate building service (i.e., freight, security, cleaning, engineering, fire watch) for after-hour construction, maintenance, tenant moves, and any other special projects
Work with HR department on any disciplinary action
Meet with tenants on a regular basis to ensure tenant satisfaction
Prepare monthly overtime reports and reallocate labor costs to projects as needed
Assist the Property Manager on ad hoc analysis and reporting
Evaluate lease proposal from an operation and LL work perspective

Ability to handle multiple tasks, coordinate, manage, and communicate effectively
Proven experience leading and supporting performance management processes for direct reports, including goal setting, regular feedback, development planning, and performance evaluations to drive individual and team success
Strong administrative skills
Basic understanding of electrical/mechanical systems, and construction
Maintain a professional presence
Knowledge of Yardi and Building Engines preferred
Basic Project Management experience a plus

Competitive base salary and bonus
Health/Dental/Vision insurance
Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
Voluntary Enhanced LTD Program
Voluntary Hospital, Accident, and Cancer Programs
401(k) with 100% match up to 5%
Paid parental leave
Pre-tax transit accounts
Employee Assistance Program for emotional, financial, and legal support
Generous paid time off
Flex remote work time
Flex Summer Fridays
Employee engagement programs
Volunteer time off
Continuing education
Complimentary Empire State Building Observatory access
Complimentary gym membership and other wellness benefits
Employee Discount Programs

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